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Ed Brill
Vice President
IBM
IBM is a global technology and innovation company headquartered in Armonk,
NY. It i...
2
Moving at the speed
of business
In today’s digital economy, people work
anytime, anywhere, and make informed
decisions f...
3
“At the front-end, our objective was
to make the process as quick and
straightforward as possible for our users.
In addi...
Please Recycle
Solution components
•	IBM® Connections™ Cloud S1
•	IBM Verse™
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EPC12455USEN.PDF

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EPC12455USEN.PDF

  1. 1. Share this Ed Brill Vice President IBM IBM is a global technology and innovation company headquartered in Armonk, NY. It is the largest technology and consulting employer in the world, with more than 400,000 employees serving clients in 170 countries. Business challenge To support innovation and offer integrated mail and collaboration experiences as it became a cloud platform company, IBM aimed to transition all employees to IBM® Verse™ quickly and non-disruptively. Transformation IBM delivered a cloud-based collaboration platform for its 500,000 users in just nine months—saving millions of dollars per year, nurturing innovation and shortening time to market for new services. IBM Delivering cloud collaboration with IBM Verse to 500,000 users in just nine months “Our new collaboration environment makes it even easier for our people to drive business outcomes.” Ed Brill Vice President IBM Business benefits: Up to 5,000 mail boxes moved to the cloud per day 500,000 users onboarded within just nine months Unlocks innovation across the business
  2. 2. 2 Moving at the speed of business In today’s digital economy, people work anytime, anywhere, and make informed decisions faster than ever based on real- time information. And as more enterprises achieve digital transformation, analytics- driven insights are becoming the crucial differentiator to deliver compelling customer-facing services. “Enabling your people to work together effectively is a crucial source of competitive advantage,” says Ed Brill, Vice President, IBM. “In fact, we know that inventors at IBM are 120 percent more likely to generate new ideas if they’re active on our internal social networks”. “We are always looking for ways to empower our people to work more effectively. The ongoing Mac@IBM initiative has already replaced more than 130,000 PCs—reducing the time users need to spend with our support teams and freeing up more time to focus on value-added work. Similarly, the partnership between IBM and Box is making it even easier for our people to share information securely.” He continues: “Against the backdrop of these transformation projects, we wanted to create a single, centralized collaboration platform to support the entire global business—giving our people a space to share, collaborate and generate ideas. This meant transitioning away from our previous approach, which involved multiple on-premises email servers, and mailboxes with tight storage limits.” Setting the bar high To achieve its goals, IBM set an ambitious target: to migrate each of its 500,000 employees and contractors to a cognitive collaboration platform based on IBM Verse and IBM Connections™ Cloud— and all within a strict deadline. “The new generation of IBM employees are digital natives, who are accustomed to using web services and mobile apps to get things done,” explains Ed Brill. “To drive productivity and encourage innovation, we wanted to provide all IBM employees with the benefits of leading- edge collaboration tools, including instant messaging, enhanced search, meetings, communities, online document editing and more. “Better still, by hosting the solution in the cloud, we knew that we would substantially reduce the administration costs associated with on-premises mail servers. As IBM continues its transformation to a cloud platform company, we knew that our own user community would become one of our strongest references for clients preparing to move to the cloud. “We set ourselves the challenge of completing the work within just nine months—an unprecedented timeline for one of the world’s largest enterprise email conversions.” Engaging the community To move 500,000 users to a new platform in a matter of months, IBM realized that it would have to develop a new methodology, supported wherever possible by automated processes. Lauren Maxwell, Storyteller, Social Transformation at IBM, takes up the story: “Behind the scenes, we knew that it would be essential to invest in both people and technology to sustain fast- paced conversion processes. Lauren Maxwell, Storyteller, Social Transformation, IBM
  3. 3. 3 “At the front-end, our objective was to make the process as quick and straightforward as possible for our users. In addition to reducing the potential for disruption to the day-to-day running of the business, our focus on the user journey was vital to ensure that our methodology would function at speed and scale.” As a first step, the IBM project team collated all of the technical documentation required for the mailbox conversion process, and distilled the information down to the essential, high-level actions required for users to reconfigure their desktop and mobile clients after the cloud transfer. “From the outset, our approach to communications was visual, simple and user-friendly,” says Lauren Maxwell. “Simply making the process of moving to the new collaboration platform painless wasn’t enough—we wanted users to enjoy the experience, and get them informed, engaged and excited about the new capabilities that the platform would offer them. “To achieve that goal, we completely reworked our helpdesk articles with the perspective of the user in mind, and created a social support hub to act as the focus of all of our communications with the global IBM business throughout the process. The social support hub was critical both for real-time support during the conversion process, and for ongoing engagement going forward.” Preparing for launch Early in the process, the project team sent out a message to every IBM employee explaining the goals of the project, and inviting people to sign up for early access to the new IBM Verse solution. “The response we received to our initial message was phenomenal; in just one week, 40,000 people signed up to join the new platform early to help us with testing and development,” says Ed Brill. “At IBM, we have the philosophy ‘unite to get things done’, and that’s exactly what our user community mobilized to accomplish. “Working together with IBM experts from around the world, we were able to identify and solve technical and user-experience challenges ahead of time—helping us to move seamlessly to the cloud.” Using transfer solutions built into the IBM Collaboration platform, the project team began migrating mailboxes in order of priority at high velocity. “When we first started the conversion in earnest, we were moving around 750 mailboxes per week,” recalls Ed Brill. “Thanks to agile iteration early in the process and the combined insight of thousands of early adopters throughout IBM, we were able to ramp up to more than 25,000 mailbox transfers per week with virtually no defects. When you consider that the industry average for this type of project is only around 1,500 mailboxes per day, we were delighted with the cadence of our cloud conversion.” Delivering collaboration in the cloud Thanks to its automated processes, IBM moved more than 500,000 end-users to IBM Verse in just nine months—offering employees across the global business access to leading-edge cognitive collaboration tools. “One of the keys to the success of this project was constantly asking ourselves: ‘how can we make this journey easier for the user?’” says Lauren Maxwell. “For example, when we were initially documenting the mailbox conversion process, we came up with 11 separate steps. By opening up the discussion to our user community, we were able to uncover ways to shrink the process down to just four steps—a reduction of 63 percent. In fact, one of our countries even designed a script to automate the entire process by clicking a single link.”
  4. 4. Please Recycle Solution components • IBM® Connections™ Cloud S1 • IBM Verse™ Take the next step To learn more about IBM Social Business solutions, please contact your IBM representative or IBM Business Partner, or visit the following website: ibm.com/social-business Connect with us © Copyright IBM Corporation 2016, IBM Corporation, 1 New Orchard Road, Armonk, NY 10504 U.S.A. Produced in the United States of America, April 2016. IBM, the IBM logo, ibm.com, IBM Connections and IBM Verse are trademarks of International Business Machines Corp., registered in many jurisdictions worldwide. Other product and service names might be trademarks of IBM or other companies. A current list of IBM trademarks is available on the Web at “Copyright and trademark information” at ibm.com/legal/us/en/copytrade.shtml. The content in this document (including currency OR pricing references which exclude applicable taxes) is current as of the initial date of publication and may be changed by IBM at any time. Not all offerings are available in every country in which IBM operates. The performance data and client examples cited are presented for illustrative purposes only. Actual performance results may vary depending on specific configurations and operating conditions. THE INFORMATION IN THIS DOCUMENT IS PROVIDED “AS IS” WITHOUT ANY WARRANTY, EXPRESS OR IMPLIED, INCLUDING WITHOUT ANY WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND ANY WARRANTY OR CONDITION OF NON-INFRINGEMENT. IBM products are warranted according to the terms and conditions of the agreements under which they are provided. Statements regarding IBM’s future direction and intent are subject to change or withdrawal without notice, and represent goals and objectives only Ed Brill adds: “Today, our people take advantage of a collaboration environment that’s focused on personal workflows, not chronological lists of emails—and the response has been extremely positive. One of the strongest messages is that people really appreciated that we took the time to reduce the manual work required to complete the process.” Attracting and retaining top talent IBM Verse is one of the first manifestations of cognitive solutions in use at IBM. In time, the email environment will become a personal workflow assistant—learning the way that IBM employees interact with their peers and adapting itself to meet their unique requirements. Lauren Maxwell comments: “Millennial employees have been especially delighted with the new platform. The highest praise has been reserved for the enhanced search and file-sharing capabilities, which combine to ensure that the necessary information is always at our people’s fingertips. Millennials are becoming a very significant proportion of the IBM workforce, and we see that social collaboration tools will be extremely important to attract and retain top talent in the future.” EPC12455-USEN-01 Ready for the future In addition to facilitating collaboration across its global business, moving to the cloud is delivering substantial cost savings. “Before, we were running 430 mail servers worldwide—and now they’re gone,” says Ed Brill. “By removing a significant amount of on-premises compute, storage and networking resources, we can deliver our IBM Verse solution via a predictable, elastic operational expenditure model— projected to reduce our costs by millions of dollars in the long term.” He concludes: “We know that engaged, connected people are more likely to innovate—and by capturing the imaginations of people across the enterprises, we delivered a cognitive collaboration platform to our entire user community in just nine months. Our new collaboration environment will make it even easier for our people to drive business outcomes for IBM—and we are excited by what the future holds.” “Thanks to agile iteration early in the process and the combined insight of thousands of early adopters throughout IBM, we were able to ramp up to more than 25,000 mailbox transfers per week with virtually no defects.” Ed Brill, Vice President, IBM

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